Once you have built an AP Payment Batch for Paymerang in Dynamics, before you process in Dynamics , import it to Paymerang PA.
First create a folder within X:\BUScomm\Accounts Payable\1-VENDOR INVOICES\FY** for the applicable fiscal year and month, for Paymerang in general.
Within that folder, create 2 sub-folders, one for over $5k items and one for under $5k items.
Pull an export list of payments to be sent to Paymerang.
DYN > Smartlist > Purchasing > Paymerang Export
Export to Excel
Save to the folder you created in step 2 above.
Separate the Excel file into 2 files... one for over $5k items and one for under $5k items.
you MUST do this step before you post the payments in DYN
Once you've posted the payments in Dynamics, the Smartlist will be blank.
The export file should show these columns:
Payment #
Vendor ID
Payee Name - make sure the name is first name, last name
Invoice Date
Net Invoice Amount
Details Description
Go to Paymerang Payment Automation
Import payments in the morning if possible.
Drag the export file(s) over that you just saved
View Import details to double-check for accuracy
“Confirm Import” and create the batch
Check the box next to payments
Create Batch in upper right
Check the total with Excel file
Create Batch > if accurate click YES
Review the batch and vendors being paid.
Do any of the payments need a remittance document attached? If yes, download the document from Paymerang IA or from your computer, save just the page you need, and upload it to the payment in Paymerang PA.
Email the Controller and VP of Bus/Finance about the batches so that they can approve the Paymerang batch before noon, if possible.
Email the Controller as soon as you know how much the Paymerang wire will be so that he can make sure adequate funds are available.
Once enough funds are available, proceed with preparing the wire at Cass (step 4 below).
The Controller is able to approve batches for items under $5k.
For batches of over $5k items, both the Controller and the VP of Bus/Finance approvals are needed.
For substantiation, all approval emails should be retained in the AP folder for the applicable day and type.
Go to Cass
Money Movement > Wire
Send the wire in the early afternoon, to give Paymerang time to process the payment batches in the morning, if possible.
Combine the 2 batches into one wire to Paymerang to save on fees.
Find the wire details at X:\BUScomm\Accounts Payable\Vendor Files\1-Software Vendors\Paymerang\Paymerang - Payments\Implementation\Paymerant Wire Instructions_Final.pdf to enter on the wire form at Cass.
Save the wire confirmation report to PDF "Cass Payment Confirmation" with amount & date in the appropriate daily AP folder.
Email the VP of Bus/Finance and the Controller for their approval.
The VP of Bus/Finance will ideally reply by email with his approval for the wire before the Controller transmits the wire, but if he doesn't get to it in time, you can transmit the wire and get his approval afterward.
Email the VP of Bus/Finance even if he is on vacation. He will give approval to release the wire retrospectively.
The HR Director would, then, pull a quarterly report of wire activity for the VP of Finance so that he can ensure that he has seen all wires > $5,000.
For substantiation, all approval emails should be retained in the AP folder for the applicable day and type.
Go back to DYN
Transactions > Purchasing > Print Payments
Select the batch
Check “separate remittance”
“Print” at top > save PDF to
X:\BUScomm\Accounts Payable\1-VENDOR INVOICES\FY** for the applicable fiscal year, month, and type of batch.
Save with the word "Checks" in the title (see historical syntax in previous folders).
Process > Remittance Form > Process
Save this to the same folder with the word "Remittance" in the title.
Post > Process
Record the wire in DYN
Transactions > Financial > Bank Transfer
Enter the pertinent information, transferring funds from the CTS account to the Paymerang account.
Save a copy of the posting.
Then post in the G/L... Financial > Batch > post CMXFR batch